Audience

Entomology, Plant Pathology, and Forest & Wildlife faculty, students, and staff; Hub staff

Overview

These policies aim to enhance IT asset management and strengthen cybersecurity measures.

Maintaining a comprehensive inventory of IT assets ensures devices are secured, properly maintained, and disposed of according to best practices.

Additionally, these efforts align with upcoming federal cybersecurity requirements, which mandate that computers used for federally funded projects have anti-virus and other protective software installed.

Following these procedures also ensures compliance with university policies and funding requirements, as outlined by the Research and Sponsored Programs (RSP) office.

Guidelines

1.  Consult Russell Labs IT Before Purchasing
   • Always consult Russell Labs IT before purchasing any computers or devices to ensure compatibility with UW-Madison software and institutional standards.
   • Devices purchased without IT consultation may not be serviced by our IT team.
2. Documentation
   • Proper justification (details regarding the who, what, where, when, why, and how the expense benefits the university) are necessary on every purchase to meet compliance standards.
   • Please attach confirmation of approval as supporting documentation for the purchase.
3. Approved Vendors and Procurement
   • Equipment should be purchased through ShopUW+ using a list of approved vendors. This saves time for both you and financial staff since these items are already on contract and do not require additional approvals.
   • Purchases from third-party sites such as Amazon are more likely to face scrutiny during audits and may even be rejected.
4. Capital Equipment - Building Computers and/or Servers 
   • Equipment with a total value exceeding $5,000 (e.g., custom-built computers or other IT equipment) must be registered as capital equipment in accordance with university policies.
   • Details regarding capital equipment and the consequences for non-compliance can be found in UW-Madison's policy on managing capital assets.
5. Sponsored Project Funding
   • Plan purchases early in the project to maximize their utility. Purchases made late in the project timeline will likely require additional justification. 
   • Please ensure your justification states clearly how the purchase benefits the funding.

Additional Resources

• UW-Madison Information Technology (IT) Asset Reporting Policy
• UW-Madison Research and Sponsored Programs (RSP)  Guidance for the Purchase of Personal Computers and Electronic Devices on Sponsored Projects
  • Frequently Asked Questions About Computing Devices (for devices that cost less than $5,000)

Questions

• For consulting on your computing needs, please contact Russell IT.
• For questions about the financial aspect of your purchase, please contact your department’s financial specialist. 
• For questions about grants, please contact Russell Labs Grants Services.